Event Specialist

City of Lakeland; Lakeland (FL); On-site; USD 48,000 - 78,000; Full time

Job summary

City of Lakeland is seeking an Event Coordinator to manage facility bookings, client contracts, and event operations. This role involves coordinating plans with clients, venues, and internal teams to ensure successful events and compliant billing.

Expect irregular hours including nights and weekends as the event duty manager. The position requires an associate degree and at least two years' experience in event management or hospitality sales within a stadium, arena, or convention center, with

Qualifications

• Two years of progressive experience in event management or hospitality sales within a stadium, arena, or convention center.
• Associate degree in business administration, marketing, communications, or hospitality management required.

Responsibilities

• Consult with meeting planners and clients about facility capabilities, fees, restrictions, and policies.
• Plan and manage logistics for large-scale events.
• Oversee contracts, events, billing, and client liaison, including negotiating contracts.
• Coordinate site tours and respond to booking requests.
• Monitor event budgets and revenue goals.
• Prepare and deliver professional sales proposals.
• Work irregular hours including nights and weekends as the event duty manager.

Skills

Sales negotiation

Budgeting

Communication

Customer service

Education

Associate degree in business administration, marketing, communications, or hospitality management

Tools

USI management system

CAD Lite

Job description

General Description Of Class

This position performs client service administration, overseeing specified facility bookings, client contracts, event coordination, and specified client billing. The employee has latitude for independent action in performing assigned duties and is expected to follow tasks through to completion with minimal supervision. Work is reviewed through discussions, reports submitted, and event results obtained.

This position performs client service administration, overseeing specified facility bookings, client contracts, event coordination, and specified client billing. The employee has latitude for independent action in performing assigned duties and is expected to follow tasks through to completion with minimal supervision. Work is reviewed through discussions, reports submitted, and event results obtained.

Essential Functions

• Consults with meeting planners and clients and provides information regarding facility capabilities, fees, restrictions, and applicable policies and procedures.
• Conducts pre-event meetings with clients and internal staff to confirm coordination.
• Plans and manages logistics for large-scale events.
• Assists with purchasing tasks, invoice collection, and transaction requests for the Finance department.
• Oversees the organization and coordination of contracts, events, billing, and client liaison, including negotiating contracts and scheduling events.
• Creates and distributes event information sheets to ensure effective communication to appropriate departments.
• Reviews and verifies payroll and job allocation summaries for accuracy.
• Uses event management software (e.g., USI), including diagramming and planning tools.
• Monitors event-related tasks to ensure client expectations and standards are met.
• Manages event-specific budgets related to staffing and planning.
• Ensures facility use contracts, deposits, funds due, insurance certificates, and related event documents are completed and received in accordance with departmental policies and procedures.
• Issues set-up and service requests and schedules for specified events to all affected departments of the RP Funding Center.
• Oversees and coordinates specific site tours of the facility with current clients, including responding to written and telephone requests for booking availability and room rates from clients.
• Conducts presentations, distributes marketing packages, and monitors event-related planning activities.
• Handles customer service complaints and issues from clients and patrons.
• Works irregular, flexible hours, including nights, weekends, and holidays, and acts as the event duty manager.
• Handles sensitive and confidential information and situations.
• Follows verbal and written instructions.
• Complies with building policies, dress codes, and professional behavior standards.
• Solicits new business, nurtures client relationships, negotiates event contracts, and prepares professional sales proposals.
• Advances, plans, and supervises all operational aspects of assigned events—from pre-planning and layout diagrams to move-in, day‑of coordination, and move-out.
• Manages event budgets, handles financial settlements and invoicing, and tracks revenue goals or sales reports.
• Works closely with food and beverage, public safety, ticketing, and marketing teams to ensure seamless execution.
• Recruits, trains, schedules, and supervises part‑time and full‑time event or box office personnel.
• Flexibility to work long hours, early mornings, nights, weekends, and holidays based on the venue's live event calendar.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.

Qualifications (education, Training And Experience)

• Associate degree from an accredited two-year college in business administration, marketing, communications, or hospitality management or a related field.
• Two years of progressive experience working with clients in event management, venue operations, event coordination, or hospitality sales, with experience gained specifically within a stadium, arena, or convention center.

Special Requirements

• Must possess and maintain a valid driver's license.
• Must possess and maintain a valid telephone number.
• Certified Meeting Professional (CMP) or comparable certifications are preferred.

Knowledge

KNOWLEDGE, SKILLS, ABILITIES

• Event scheduling, contract negotiation, scheduling event staffing, client requirements, set-up, tear-dow, and move-out requirements.
• Convention sales, trade shows, sporting and entertainment events, public relations, coordinating principles and practices, and ability to perform these duties.
• Philosophies, policies, and objectives in booking and hosting events.
• Personal computers, CAD Lite, and USI management systems.

Skills

• Sales prospecting, contract negotiation, customer service, budgeting, and written/oral communication.

Abilities

• Communicate effectively both orally and in writing.
• Maintain established working relationships with co‑workers, supervisors, and clients.
• Plan, organize, schedule, coordinate, and supervise activities.
• Budget event specifics related to staffing and planning requirements.

Working Environment/Physical Requirements

• Sedentary work that involves walking or standing sometimes, exerting up to 10 pounds of force regularly, and routine keyboard operations.
• No significant environmental hazard except bright/dim light.
• Normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e‑mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE

City of Lakeland

2026 Summary Sheet

Annual Leave

Annual leave is accumulated bi‑weekly and based upon years of service as follows: Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part‑time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.*

Sick Leave

Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part‑time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month.*

• NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies.

Sick Leave Pool

Allows employees to receive sick leave benefits in cases involving catastrophic or long‑term illnesses or injuries after all personal leave time has been depleted. Regular full‑time employees contribute eight (8) hours and Regular part‑time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part‑time employees). Participation in this program is voluntary. For more information contact Amanda Kaiser at 834-8768

Family & Medical Leave

Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12‑month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working. For more information contact Dawn Justice at 834-6038.

Pension Plan

Provision for retirement income requiring mandatory participation for full‑time regular employees.

Defined Benefit Plan

Plan C Employee 4.52%

Employer 15.54%

OR

Defined Contribution Plan

Executives, New Hires aged 52 and older, and Fire/Police Recruits

Employee 8.5% or 11% per election upon hire

Employer 15.54%

Deferred Compensation 457 Plan

A voluntary plan that is invested in mutual funds. The Employees' Pension Board performs the due diligence on the mutual funds. Employees may reallocate their account at any time.

Maximum contribution for 2026 is $24,500; employees age 50 or older can also add a 'catch-up' amount of $8,000; employees age 60-63 can also add a 'catch-up' amount of $11,250.

Additionally, a match of up to 5% of salary is offered by the City in Plan C.

Holidays

Twelve (12) holidays, includes one (1) personal floating holiday to be used at any time after three (3) months of employment and prior to the end of the calendar year.

Funeral Leave

Up to three (3) days off with pay due to death of an immediate family member (as defined in the policy manual). Up to four (4) hours off with pay may be obtained through supervisor approval to attend local funeral services of persons other than immediate family.

Jury/Witness Duty

Employees required to serve on jury duty will be relieved of responsibility for their regular work shift or portion thereof and receive full pay while serving. All fees received for such service may be retained by the employee. Employees subpoenaed to any civil or criminal court proceeding, which employee is not personally or monetarily interested, shall be paid as if engaged in regular work activities.

Military Leave

Allows for up to 240 hours in any one calendar year for annual military training without loss of pay or benefits for any employee in some type of reserve status for the United States Armed Forces. (see policy manual for additional information).

Maternity Leave

Refer to Family & Medical Leave for those employees who qualify. Others may take up to three (3) months leave of absence available upon approval of the Department Head. Employees may opt to utilize any combination of paid (sick or annual leave) or unpaid leave.

Leave of Absence Without Pay

Written requests are subject to approval by Department Head and City Manager or designee for less than ninety (90) days. Requests for more than ninety (90) days also require Civil Service Board approval for employees in a Civil Service classification.

Tuition Reimbursement

Program provides employees up to $2,500 per fiscal year (October 1 through September 30) for reimbursement of tuition of approved college, university, vocational, or correspondence classes upon completion with a grade of "C" or better in credit courses only. Full reimbursement is given for courses and fees, upon approval. The program does not include reimbursement for cost of books, supplies or other related expenses. For more information, contact Melissa Yelnick at 834-6844.

Suggestion Awards

A program designed to provide a consistent and organized method for employees to submit and be rewarded for constructive ideas for improvement. Maximum award is $1000.

Direct Deposit of Paycheck (refer to handout in new employee folder)

An account must be established with the institution of your choice prior to signing up for direct deposit.

Uniforms/Equipment

Uniforms issued at no cost to employees for those job classifications which require them. Equipment is issued to employees at either no cost or discounted cost depending upon job classification.

Parking

Free while at work.

Break Periods

Employees may be permitted two (2), fifteen (15) minute breaks during the workday. The time shall be at the discretion of the supervisor.

For Information on Health Insurance, Dental, Vision, and Life Insurance please contact Benefits at 834-6797.

For Information on Retirement Benefits, contact the Retirement Services at 834-8765 or 834-8797.

For Information on Firefighter and Police Officer Retirement Benefits, contact Foster & Foster at 239-333-4872.